Sports Turf Project Coordinator

Job Title

Position Overview

Shaw Sports Turf is looking for a Project Coordinator that will be responsible for executing, monitoring, and communicating the logistical plan for contracted turf and installation projects where Shaw Sports Turf holds the contract. From the initial letter of intent to project completion and closeout, the Project Coordinator helps keep projects on schedule by tracking materials, coordinating deliveries, and maintaining clear communication with internal teams, subcontractors, and customers. Additionally, they support project teams, exercise good judgment in managing budgets to maintain or improve profit margins and ensure a seamless customer experience.

Beyond project logistics, Project Coordinators also serve as account managers for assigned Distributors. They process and coordinate Distributor orders, ensuring materials are produced and shipped on time while working closely with internal teams to meet Distributor expectations.

Shaw Sports Turf is the leader in the synthetic turf industry, proudly offering American-made products with a legacy of quality and innovation. With over 2,500 installations, including high-profile projects for the Baltimore Ravens, Cleveland Browns, Georgia Tech, and the University of Arkansas, we engineer performance-driven turf solutions designed for athletes and sports programs.

Project Logistics Execution:

• Execute and monitor project logistics according to the project plan, ensuring timelines, resources, and materials align with project goals.
• Resolve logistical conflicts proactively, balancing production timelines, customer expectations, and financial considerations.
• Make independent financial and budgetary decisions, including cost analysis and margin optimization for assigned projects.
• Track and communicate turf orders, placing holds as needed and coordinating deliveries of materials, tools, and rental equipment with contractors, clients, and subcontractors.
• Communicate with manufacturing and suppliers to determine product availability, lead times, and shipment logistics, ensuring timely and cost-effective deliveries.
• Maintain proactive coordination with all stakeholders, including internal teams, subcontractors, and customers, to communicate project schedules and relay changes with urgency and flexibility.
• Create and manage purchase orders, freight arrangements, and project change orders, ensuring thorough follow-up and proper billing.
• Approve change orders within predefined budget limits and implement necessary adjustments to keep projects on track.
• Support the Project Manager by organizing daily reports for review, monitoring installation progress, and assisting with quality issue resolution.
• Handle warranty-related coordination, coordinating repairs, setting up installers in our system when needed, and processing invoices.
• Maintain organized project documentation in software systems like Winbid and Smartsheet, ensuring accurate records for all turf projects.
• Train and mentor Junior Project Coordinators, providing guidance on best practices and process improvements.

Distributor Account Management:

• Independently manage assigned Distributor accounts, making strategic decisions regarding order scheduling, production prioritization, and freight logistics.
• Negotiate delivery schedules with Distributors to balance production capacity, project deadlines, and customer expectations.
• Analyze order trends and proactively adjust workflow to improve efficiency and meet customer demands.
• Approve and implement process improvements in order management, ensuring a seamless experience for Distributors.
• Act as the primary point of contact for high-priority Distributors, handling escalations and making operational decisions without direct oversight.

Requirements

• High School Diploma or GED.
• Strong verbal and written communication skills.
• Experience working independently and in team settings.
• Ability to interpret project budgets and make logistical decisions accordingly.
• Familiarity with blueprints and project specifications.
• Experience in the turf industry preferred.

This position is ideal for a highly organized professional who excels at logistical coordination, communication, and execution while supporting project success and managing Distributor relationships.

Competencies:

• Initiate Action
• Deliver Compelling Communication
• Learn Continuously
• Demonstrate Good Judgement
• Build Trusting Relationships

Work Shift